How to map your lead follow-up process
Follow a new inquiry from first contact to the next decision, with a clear owner at every step.
Start with one real inquiry path
Choose a common source, such as a website form or phone call. Write down what happens today, including any manual copying, inbox checking, or handoffs. A useful map describes the actual process before you improve it.
1. Record what you need to know
List the information needed to decide the next step: contact details, service interest, the request, and timing. Keep the first form focused on information your team will actually use.
2. Give every inquiry an owner
Decide who reviews the inquiry, who responds, and who covers the work when that person is unavailable. Define a response target that fits your team and tell prospects what to expect.
3. Define the stages
Start with a few clear stages such as New inquiry, Contacted, Consultation scheduled, Proposal sent, and Closed. Give each stage a plain-language definition so different team members use it consistently.
4. Define the next action
For every stage, record the next task, its owner, and the due date. Include what happens if the prospect does not respond and how to close an inquiry that is no longer active.
5. Automate only after the path is clear
Use automation for repeatable reminders and handoffs after the ownership and stage rules work manually. Review the messages and timing before activation, then check a few real inquiries to see where the process needs adjustment.